Program Assistant-Nutrition and Active Living

PHMC is proud to be a leader in public health. PHMC requires that all employees are fully vaccinated with the Covid-19 vaccine before the first day of employment.

The Nutrition and Active Living (NAL) Program Assistant will provide critical administrative support to ensure smooth operations within the department. This role will focus on systems improvement, data entry and management, and supporting the logistics of various programs, including event planning, budget tracking, and external communications. By managing these tasks, the Program Assistant will help streamline processes and enhance the overall quality of program delivery. Current programs supported by the NAL Program Assistant include PA SNAP-Ed, CACFP, USDA Farm to School, CHOP Healthy Weight Management Program and any other grant programs henceforth approved for NAL.

The Program Assistant will collaborate closely with staff, community partners, and participants, providing logistical and administrative support for events, workshops, and campaigns. In addition to maintaining and improving systems, the role will include updating & maintaining program dashboards, supporting programmatic monitoring & oversight, coordinating communication efforts, and handling outreach across multiple mediums. The overarching goal of this position is to build capacity within the team, allowing program staff to focus on their core work while ensuring consistent, quality outcomes for all initiatives.

Responsibilities

Program Logistics and Event Coordination:

• Collaborate with staff to organize and manage program schedules, team calendar, events, and meetings.
• Provide support for both in-person and virtual activities, using Zoom to facilitate meetings and workshops.
• Actively participate in programs and events.
• Meet regularly with the NAL Director and/or Assistant Director for planning, supervision, and feedback on tasks and responsibilities.
• Assist in managing classrooms or group settings, ensuring a safe, engaging, and productive environment for adult learners.
  
  
  

Program Administration and Data Management:

• Input, monitor, and maintain data in compliance with relevant protocols (Operations or funder reporting requirements).
• Establish and maintain complete and organized files, records, and documentation.
• Support departmental database needs, including data cleaning and supporting report preparation.
• Utilize Office 365 (Outlook, Teams, Loop) to streamline task management, track progress, and facilitate collaboration among staff and stakeholders.
• Maintain departmental inbox and calendar to ensure seamless communication and prevent conflicting activities.
• Track expenses, assist with budget preparation, and generate financial reports using Excel or Google Sheets.
• Maintain accurate records of expenditures to support budget monitoring and compliance.
  
  
  

Communications and Marketing:

• Assist in developing communication strategies to promote program engagement through platforms like HootSuite, MailChimp, and EZ Texting.
• Manage social media calendar and campaigns and send reminders to participants via SMS and email, ensuring effective outreach.
• Use Canva to create simple graphics for flyers, newsletters, and social media posts.
  
  
  

Skills

Essential:

• Administrative and Organizational Proficiency: Expertise in managing calendars, schedules, events, and program logistics using tools like Outlook, Teams, SharePoint, Excel, Google Sheets, Docs, and Calendar. Strong ability to prioritize tasks and meet deadlines.
• Data Management: Competence in data entry, record-keeping, and maintaining documentation for audits and compliance. Familiarity with databases, including data collection, cleaning, and reporting.
• Communication and Collaboration: Strong written and verbal communication skills for interacting with staff, participants, and community partners. Strong interpersonal skills; willingness and ability to hear diverse perspectives and viewpoints.
• Problem-Solving and Adaptability: Ability to anticipate challenges, think proactively, and offer practical solutions. Demonstrated flexibility and adaptability in reprioritizing tasks when needed. Ability to accept and incorporate feedback.
• Attention to Detail and Accountability: High attention to detail, with a commitment to completing tasks efficiently. Reliable, accountable, and able to work both independently and collaboratively.
• Commitment to Diversity, Equity, Inclusion, and Belonging (DEIB): Comfortable working with diverse staff, participants, and volunteers.
• High Energy: Enthusiastic and energetic approach to work.
  
  
  

Preferred:

• Familiarity with and/or interest in public health, nutrition, physical activity, and/or other topics related to Nutrition and Active Living portfolio.
• Knowledge of advocacy goals, public health principles, and community engagement strategies.
• Experience supporting nutrition and physical activity programs.
• Ability to manage social media posts, track activity, and create engaging content.
• Experience with Canva to design simple graphics for promotional materials and communications.
• General familiarity with outreach tools like MailChimp and EZ Texting to manage email campaigns and SMS communications.
  
  
  

EDUCATION QUALIFICATIONS (CREDENTIALS):

High School Diploma/GED and two years of professional work experience; OR Bachelor’s Degree

HOURS: Monday through Friday, 8:30 am - 5:00 pm

SALARY GRADE: 15